Executive Assistant
Ferrara Pan Candy Co., Inc.

Job Location: Chicago

Chicago

Want to make an impact?

We are seeking an experienced and highly organized Executive Assistant to support a member of our Senior Leadership Team (SLT). This role requires a proactive, detail-oriented individual who can handle multiple tasks simultaneously, manage complex calendars, and travel frequently across international locations to provide comprehensive administrative support.

Ways you will make a difference

1. Calendar Management:

• Efficiently manage and prioritize the Executive's calendar, ensuring effective time management.
• Schedule and coordinate meetings, including managing all logistics such as time zones, virtual platforms, room reservations, and materials.
• Handle last-minute changes and urgent requests, ensuring smooth adjustments with minimal disruption.

2. Global Travel Coordination:

• Organize extensive international and domestic travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare detailed travel agendas, ensuring all necessary documents (e.g., visas, itineraries) are prepared in advance.
• Provide support during travel for last-minute changes or issues as they arise.

3. Communication Management:

• Act as a liaison between the Executive and internal/external stakeholders.
• Screen, prioritize, and manage inbound communication (emails, etc.) for the Executive, ensuring timely responses and follow-ups.
• Draft, review, and manage correspondence on behalf of the Executive, ensuring professional and clear communication.

4. Meeting & Event Planning:

• Organize and coordinate both virtual and in-person meetings, conferences, and events.
• Manage logistics for small to medium scale meetings, including venue selection, catering, and AV setup.
• Assist with the preparation and distribution of agendas, reports, and presentations for meetings.

5. Project Support:

• Assist with the execution of special projects as assigned, often involving cross-functional teams.
• Track key deliverables and deadlines for projects involving the Executive, ensuring progress and on-time completion.

6. Confidentiality and Professionalism:

• Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
• Represent the Executive and company in a professional and positive manner, both internally and externally.

7. Administrative Support:

• Manage administrative duties such as filing, office supply procurement, and document organization.
• Support the broader executive team with ad-hoc tasks as needed.

Skills that will make you successful

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other productivity tools.
• Ability to work independently and take initiative.
• Flexibility to adapt to shifting priorities and deadlines.
• Proficiency with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Strong interpersonal skills and ability to interact effectively with all levels of the organization.

Experiences that will support your success

• Bachelor's degree or equivalent work experience required.
• Minimum of 5-7 years of experience supporting senior executives in a fast-paced, global corporate environment, preferably within a CPG, retail, or similar industry.
• Extensive experience with complex calendar management and international travel coordination.
• Proven ability to handle sensitive information with confidentiality.

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